Method of taking Charges

[Manzar ahmad]

I want to know how a newly employed librarian take the charge from its predecessor librarian.

[Siddhartha Shankar Ray]

Dear Mr. Manzar Ahmad,

Thanks for your post and for addressing an important practical issue.

In case you have been working at the same institution, you are certainly aware of the prevailing situation and it will be easier for you to understand what sort of documents/files you are supposed to get. In case you are completely newcomer, please get the following documents and Information.

(1) latest Report of the Audit party and the Actions taken by your predecessor and the official Reply

(2) Report of the last Stock verification. If it was was not held during last one year, please make a note and inform your higher authority for conducting one at the earliest.

(3) Any file/files relating to financial transaction(s) and the latest situation. Contact your Accounts Section to cross check for pending payments.

(4) Orders placed for books and periodical subscriptions and papers relating to their proper approvals from the designated officials.

(5) All Accession Registers. Test check them physically.

(6) Records of pending journal issues for which payments are made for the last three years.

If need be call all the vendors/suppliers for a meeting where the outgoing librarian and concerned Accounts Staff should be present. Record the proceedings of the meeting.

(7) Know passwords for all e-materials

(8) Get a list of Working machines and out of order machines. Get all files relating to their AMCs

(9) Discuss with the Chairperson of the Library Committee about all the above mentioned 8 items and keep him/her abreast of these thing officially. Ask her precisely, what else you need to acquire/receive from the outgoing professional

(10) maintain a cordial relation with the outgoing person. You will certainly need his/her advice and/or cooperation in near future.This is extremely important.

Lastly, make a list of documents/files you have received with last updated position get it signed by your predecessor and sign it yourself as well and send a copy of the same to The chairperson & Members of the Library Committee; The accounts section and General Administration Section. Keep a copy for your self (apart from the original one)

Regards,

Siddhartha S. Ray, Calcutta

[MRS.PRITEE CHAK]

Sir, this is important information which you shared. thanks

[Siddhartha Shankar Ray]

Thanks.

However please keep in mind that what I have mentioned is a general and rather a broad idea. Situations differ according to the set up of the Libraries and the institute. So there always exist certain additional issues underlying it.As for example, in many Medical Libraries certain clinical exhibits (like certain items dipped if formalin solution) are kept for teaching and demonstration. They often constitute an extremely important resource as a teaching aid. A newly recruited Librarian MUST understand the stock of such materials. this is rather uncommon in other general Libraries. In certain libraries Patents and miniature models of products also constitutes the "Library Resources" A new entrant may not always be conversant of such items . That is why I suggested approaching the Chairperson and the members of the Library Committee. the new Librarian can get an idea about such special "resources" of  those libraries.

Regards,

Siddhartha s. Ray, Calcutta

[Manzar ahmad]

Sir i must appraise your advice and time.found it very useful.God bless u always.

[Siddhartha Shankar Ray]

Thanks.

[Bharat B Alasandi]

Dear Siddharth ji,

Very Important and guiding Information.